Website University of North Carolina School of the Arts
Reporting to the Executive Director of the UNCSA Foundation, the Executive Assistant provides administrative and logistical support and will serve as liaison for various boards. This position requires a high level of judgment, discretion, confidentiality, professionalism, organization, and exemplary communication skills. The environment is fast-paced, requiring the Executive Assistant to work independently and to prioritize in a quickly changing environment.
Coordinates and manages the calendar and daily activities for the Executive Director of the UNCSA Foundation.
Coordinates complex schedules, meetings, and logistics.
Provides primary reception activities for the Foundation department. Answers phones, refers calls, and maintains filing systems.
Coordinates logistic planning for Foundation staff retreats, social events for the staff, social events for the Foundation Board.
Assists the Executive Director with communications with donors, Boards, staff, etc.
Establishes and maintains strong relationships with staff in other offices of the School (e.g., Chancellor, Provost, VC for Advancement, VC for Finance and Administrations, Arts Schools, etc.) Serve as a problem solver as needed.
Prepares and processes correspondence for the Executive Director.
Board of Trustees
Serve as liaison and assist in preparation of reports for the Board of Trustees meetings.
Assist with Board of Trustees Liaison to the Foundation Board in order to facilitate communication and providing reports to the liaison.
Also coordinate with the BOT Secretary to gather information for the liaison to report to the Foundation Board.
Foundation Board of Directors
Facilitate the Foundation Board of Directors meetings and committee meetings.
Serve as liaison and assist in the planning and organizing of meetings.
Assist with board communications through drafting letters, emails, agendas, reports, etc. in order to facilitate communicating the Executive Director’s goal(s).
Research potential board members
Record, compile, and distribute minutes of board and committee meetings.
Track Board Member terms, coordinate gifts for board members including, but not limited to on-board gifts and retirement gifts.
Keep Board Effects updated with Board member information and committee information. Coordinate lunches and/or snacks for Board and Committee meetings and reserving rooms
Prepare name tags, table tents and schedules for meetings, guest bios for briefings, and other materials and supplies for meetings
Attend Foundation Board meetings to take notes from the meetings with the goal to have a better understanding of the Foundation’s operations to assist with preparing agendas and board packets.
Board of Visitors
Assist the Foundation Board Liaison to the Board of Visitors by providing updated information for their presentation.
Semans Art Fund
Collect student grant information and dean ranks
Update forms and website
Follow deadlines and coordinate with deans
Coordinate website posting
Answer inquiries from student, staff, faculty, and dean
Meet with students
Send out award letters
Collect receipts from students and email reminders to students
Bookkeeping/Backup for Accounts Payable and Gift Entry
Complete any research requests
Attend Foundation staff meetings and assist with the creation of agendas with the goal of understanding gift processing and accounts payable processing
Assist in weekly Accounts Payable check runs
Support Assistant Controller with special projects and workflow process improvements.
Perform account and project analysis
Confirm financial status by monitoring expenses; coordinating the collection, consolidation, and evaluation of financial data; preparing special reports.
Protect organization’s value by keeping information confidential.
Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
Perform specialized accounting assignments involving confidential data.
Comply with Foundation and State policies and procedures and assure adherence to those policies
Perform other duties as needed.
Develop skills and those of the staff in order to assume greater responsibility.
Assist in collection of daily donations received by Development, Business Office and other university departments
Assist in analyzing gifts to determine appropriate campaigns, funds, appeals, matching gift proposals for each gift to be processed; select appropriate calling officer to write acknowledgement letter based on the above criteria and the source of the gift.
Assist with adding new constituent records to the database as needed, add new projects, analyze information and populate all appropriate data fields where information is available.
Perform related duties as assigned.
Assures coverage for office errands.
Orders office supplies
Provides support for various mailings, scanning of documents, virtual and physical filing systems.
Ensure appropriate technology support for meetings and general maintenance of the office.
Assist with form creation and changes.
To apply for this job please visit employment.uncsa.edu.